Sage 100 Payroll 2.19

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1 Sage 100 Payroll 2.19 Installation and Upgrade Guide December 2018

2 2018 The Sage Group plc or its licensors. All rights reserved. Sage, Sage logos, and Sage product and service names mentioned herein are the trademarks of The Sage Group plc or its licensors. All other trademarks are the property of their respective owners. Business Objects and the Business Objects logo, BusinessObjects, and Crystal Reports are trademarks or registered trademarks of Business Objects Software Ltd. in the United States and in other countries. Business Objects is an SAP company. Microsoft and Microsoft SQL Server are either registered trademarks or trademarks of the Microsoft Corporation in the United States and/or in other countries. The names of all other products and services are property of their respective owners.

3 Contents Chapter 1 Introduction 1 Information About Earlier Versions 1 Chapter 2 What's New in Sage 100 Payroll Tax Rule Inquiry 2 Capped Wages Window 2 Employee Tax Info Window 2 Tracking for Company Tax Group Changes 3 Chapter 3 Installing Payroll 4 Preinstallation Tasks 4 Installation Process 5 Chapter 4 Upgrading the Payroll Module 7 Install the Payroll Module 7 Post-Installation Tasks 7 Converting Your Payroll Data 8 Post-Conversion Tasks 8 Upgrading from Version 2.17 or Later 8 Upgrading from a Version Earlier than Changes for TimeCard 9 Run Payroll Status Check Utility 10 Sage 100 Payroll Installation and Upgrade Guide Page i

4 Chapter 1 Introduction Chapter 1 This guide includes information about Sage 100 Payroll 2.19, including: A list of new enhancements and features. Instructions for installing the Payroll module for an existing instance of Sage 100, beginning on page 4. Instructions for upgrading to a new version of the Payroll module, beginning on page 7. For information on upgrading Sage 100, see the Sage 100 Customer Upgrade Guide. You can download the other guides mentioned above from the Sage 100 Product Documents page at: Sage 100 Payroll 2.19 is available for Sage and later. Earlier versions of Sage 100 are not compatible. If you plan to use Certified Payroll Reporting, Sage is required. Depending on your purchase agreement, some features described here may not be available in your product. Information About Earlier Versions To learn about enhancements added in earlier versions of Sage 100 Payroll, see the following documents: For version 2.18, which includes information about the TimeTrack replacement for the TimeCard module: pdf For version 2.17, which featured a significant redesign of the module: pdf Sage 100 Payroll Installation and Upgrade Guide Page 1

5 Chapter 2 What's New in Sage 100 Payroll 2.19 Chapter 2 This chapter describes the enhancements and significant program fixes made in Sage 100 Payroll version For a complete list of program fixes, see the release notes, which you can find online at: Tax Rule Inquiry The Tax Rule Inquiry utility has been added so that you can see which earnings tax rules are subject to a given tax, and which deduction tax rules reduce the taxable wages for a given tax. You can access Tax Rule Inquiry from the following locations: The Payroll Utilities menu Earning Code Maintenance Deduction Code Maintenance Tax Profile Maintenance Capped Wages Window The Capped Wages window displays a summary of wages earned up to the tax limits for the selected tax group, including a quarterly breakdown and YTD total. To access this window, select Payroll > Main > Employee Maintenance. Click the arrow in the top-right corner of the screen and select Tax Summary. In the Employee Tax Summary window, click the arrow in the top-right corner of the screen and select Capped Wages. Employee Tax Info Window A Tax Info button has been added to the Payroll Data Entry window. Click this button to open the Employee Tax Info window, which shows a read-only view of how the employee s taxes are set up in Employee Maintenance. If you have Sage HRMS integrated with Sage 100, you can access the Employee Tax Info window from Sage HRMS, and you can modify the information to determine how the employee s payroll taxes are calculated. The changes are saved in the employee s Sage 100 Employee Maintenance record. Sage 100 Payroll Installation and Upgrade Guide Page 2

6 Tracking for Company Tax Group Changes Tracking for Company Tax Group Changes If you make a change on the Tax Rates tab in Company Tax Group Setup when Payroll history exists for the affected period, a warning message asks if you want to continue. If you proceed with the change, a record is added to the Activity Log. Sage 100 Payroll Installation and Upgrade Guide Page 3

7 Chapter 3 Installing Payroll Chapter 3 The Payroll module is included with the Sage 100 installation program, but it can also be installed separately for an existing Sage 100 installation. This guide describes the separate installation of the Payroll module. Important: Because the Payroll module is updated with the latest tax information throughout the year, always make sure to install the latest version of the module, which may be available only as a standalone installation. For information on installing Sage 100, see the Sage 100 Installation and System Administrator Guide. You can find the guide on the Sage 100 Product Documents page at: Important: If you have or will be installing Sage , do not use the Payroll module included with that installation to convert data from a prior version. Complete the standalone Payroll installation before converting your data, even if you installed the module as part of the Sage 100 installation. If you have already converted data with the Payroll module that is included with the Sage installation program, please contact Sage Customer Support. If you are upgrading TimeCard data: Before migrating data from your prior version of Sage 100, make sure that all TimeCard entries have been processed for Payroll and Job Cost. Then verify that all entries have been transferred to history by running Purge/Transfer to History from the TimeCard Period End menu. Preinstallation Tasks Complete these tasks before installing Sage 100 Payroll 2.19: Install the Sage update (6.00.1). Earlier versions of Sage 100 are not compatible. Update the Payroll Check Register. Complete and purge all direct deposit transactions. Sage 100 Payroll Installation and Upgrade Guide Page 4

8 Installation Process Installation Process Follow these steps to install the Payroll module. 1 Log on to the server where Sage 100 is installed using an account with administrator rights. You must run the installation program on the server, not from a workstation connected to the server. 2 Close down other programs. Do not close antivirus, antispyware, and script-blocking software unless it is actually interfering with the installation. 3 Download the Payroll installation program: a b Log into the Sage Support web page at In the top-right area of the window, click My downloads, and select Sage 100. Note: Depending on the width of your browser widow, to see the My downloads link, you may need to click the menu button. ( ) c d Click the name of the Payroll program that you need to install. Click Download now. To avoid errors when extracting the installation program from the download file, save the file in a folder located directly beneath the root directory. For example: C:\temp 4 If you aren't automatically asked to extract the installation files, click the download file to extract them. A folder, which contains the installation files, will be extracted. 5 In the folder, click the EXE file to start the installation wizard. 6 Proceed through the wizard to install the module. Your next step depends on whether the Payroll module was previously set up in your Sage 100 company. If you are upgrading from a previous version of the Payroll module, see Post-Installation Tasks on page 7. If you are installing Payroll for the first time, you must activate the module in Company Maintenance, and then run the Payroll Setup Wizard. To activate the module 1 Select Library Mater > Main > Company Maintenance. 2 Select a company and then click Activate. 3 Select the Payroll check box in the Activate column. 4 Click Proceed. Sage 100 Payroll Installation and Upgrade Guide Page 5

9 Installation Process To run the Payroll Setup Wizard 1 Select Payroll > Setup > Payroll Options. 2 When the message asks if you want to set up the module, click Yes. 3 Proceed through the wizard to enter information needed to use the module. For more information on getting started with Payroll: See Set Up the Payroll Module for a New Company in the help. See the Sage 100 Payroll User Guide, which is available on the Sage 100 Product Documents page at: Sage 100 Payroll Installation and Upgrade Guide Page 6

10 Chapter 4 Upgrading the Payroll Module Chapter 4 The Payroll module is included as part of the Sage 100 installation program. However, you can install a new version of the Payroll module without upgrading your entire Sage 100 system. Because the Payroll module is updated with the latest tax information throughout the year, always install the latest version of the module, which may be available only as a standalone installation. This chapter describes how to upgrade the Payroll module only. For information on upgrading to a new version of Sage 100, see the Sage 100 Customer Upgrade Guide. You can find the guide on the Sage 100 Product Documents page at: Important: If you have or will be installing Sage , do not use the Payroll module included with that installation to convert data from a prior version. Complete the standalone Payroll installation before converting your data, even if you installed the module as part of the Sage 100 installation. If you have already converted data with the Payroll module that is included with the Sage installation program, please contact Sage Customer Support. If you are upgrading TimeCard data: Before migrating data from your prior version of Sage 100, make sure that all TimeCard entries have been processed for Payroll and Job Cost. Then verify that all entries have been transferred to history by running Purge/Transfer to History from the TimeCard Period End menu. Install the Payroll Module The first step in upgrading your existing Payroll module is the same as installing a new instance. Follow the instructions under Installation Process on page 5, and then complete the post-installation tasks in the following sections. Post-Installation Tasks Complete these tasks after installing the Payroll module: Convert your payroll data (see page 8) Complete the post-conversion tasks (see page 8) Run the Payroll Status Check utility (see page 10) Sage 100 Payroll Installation and Upgrade Guide Page 7

11 Post-Installation Tasks Converting Your Payroll Data Convert your data for any company that includes Payroll. The data conversion program determines whether you need to run the Payroll Conversion Wizard. If the wizard is needed, it automatically opens during the conversion process. To convert your payroll data 1 Select Library Master > Main > Company Maintenance. 2 Select a company. 3 Click Convert. 4 The Payroll Data Conversion Wizard opens automatically depending on what version of Payroll you were previously using. Proceed through the wizard to complete the conversion process. 5 Continue converting data for additional companies as needed. Post-Conversion Tasks Complete these tasks after converting your Payroll data. Upgrading from Version 2.17 or Later Review any values in the Override Amt and Override % fields on the Taxes tab in Employee Maintenance. The Fixed Amount and Percentage of Gross options are no longer available. The % of Gross option has been added. When selected, the the program calculates a percentage of the gross wages and adds that amount to the withholding amount. Upgrading from a Version Earlier than 2.17 If you ve upgraded from a version of Payroll earlier than 2.17, you must complete the following tasks before processing payroll. Select Payroll > Setup > Earnings Code Maintenance. For each earnings code, select a tax rule. Select Payroll > Setup > Deduction Code Maintenance. For each pension or cafeteria play deduction code, select a tax rule. Select Payroll > Setup > Company Tax Group Setup. For each tax group that you are using, enter the following information: Your tax ID number General ledger account numbers Your company tax rate for any taxes for which the rate varies from business to business Sage 100 Payroll Installation and Upgrade Guide Page 8

12 Post-Installation Tasks Select Payroll > Main > Employee Maintenance. Enter at least one tax profile for each employee. Depending on the tax groups, you may need to enter a filing status, a Workers Compensation code, or other information. Review any values in the Override Amt and Override % fields on the Taxes tab in Employee Maintenance. The Fixed Amount and Percentage of Gross options are no longer available. The % of Gross option has been added. When selected, the the program calculates a percentage of the gross wages and adds that amount to the withholding amount. For more information on completing any of these tasks, see the Sage 100 help or the Sage 100 Payroll User Guide. You can find the guide on the Sage 100 Product Documents page at: Recreate Department Security If you ve upgraded from a version of Payroll earlier than 2.17, and you were using the security feature in Department Maintenance, you must recreate the lists of users who can access each department. The lists are now maintained using user logons instead of user codes. To set up department security, select Payroll > Setup > Department Maintenance. Select a department and click the Security tab. Then enter the user logon IDs for each user who should be able to access the department. For more information, see the Department Maintenance help. Changes for TimeCard If you were using the TimeCard module in your prior version of Sage 100, Time Track will be enabled when you convert your data. If employees were entering their Social Security Number in to punch in and out, you'll need to select a different way for them to identify themselves. The default identification (punch in) method is employee number, but you can change this to badge number and enter badge numbers in Employee Maintenance: 1 Select Payroll > Setup > Time Track Options. On the Main tab, in the Punch In Method field, select Badge number. 2 Select Payroll > Main > Employee Maintenance. Select an Employee, click the arrow button in the top-right corner of the window, and then click Time Track. 3 In the Employee Time Track Settings window, enter a badge number for the employee and repeat for other employees who will use the Punch In/Out window. 4 Note: If you select Badge No. as the punch in method in Time Track Options, employees will not be able to punch in or out until they have a badge number entered in Employee Maintenance. Sage 100 Payroll Installation and Upgrade Guide Page 9

13 Post-Installation Tasks Run Payroll Status Check Utility After you've completed all other post-conversion tasks, run the Payroll Status Check utility. This utility checks your records to find issues that will cause errors when processing payroll. To run the utility, select Payroll > Utilities > Payroll Status Check, and then click Run Tests. If "Warning" or "Errors" appears in any Status field, click in the field to view a list of affected records and problem descriptions. Sage 100 Payroll Installation and Upgrade Guide Page 10

14 Index C capped wages 2 company tax group, tracking changes 3 D department security 9 E enhancements in earlier versions 1 I installing Payroll 4 P post-conversion tasks 8 S security, departmental 9 T taxes rules for earnings and deductions 2 viewing employee setup 2 U upgrading Payroll 7 Sage 100 Payroll Installation and Upgrade Guide Page 11